Procurement Administrator

Harvarduniversity; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Harvard University’s FAS seeks a Procurement Administrator to provide day-to-day procurement support, guidance, and compliance with university policies. The role partners with Contract Managers and Central Procurement to streamline requisitions, POs, shipping, and supplier onboarding.

The position requires a bachelor's degree and at least three years of relevant experience, with strong service, communication, and organizational skills.

Qualifications

• Bachelor's degree or equivalent work experience.
• Minimum of 3 years' relevant work experience.
• Experience in higher education or regulated environments.
• Knowledge of procure-to-pay processes, including requisitioning, purchasing cards, eProcurement systems, and supplier management.

Responsibilities

• Provide responsive procurement support and guidance to FAS departments regarding purchasing processes, procedures, and requirements.
• Assist departments with the preparation and submission of requisitions, approvals (as needed) ensuring requests are complete, accurate, and compliant with University policies and procedures.
• Respond to and resolve questions related to requisitions, purchase orders, shipping, freight charges, and other purchasing-related issues.
• Provide guidance to departments regarding procurement policies, procedures, and applicable purchasing requirements.
• Support departments with Amazon account questions, access issues, purchasing concerns, and other Amazon‑related procurement matters.
• Review procurement requests, supplier onboarding requests and assist departments in identifying appropriate purchasing processes and solutions.
• Collaborate with the Contract Manager, Sourcing Specialist, and Central Procurement team on procurement initiatives, projects, process improvements, and other departmental needs as assigned.
• Coordinate with appropriate procurement team members to escalate and resolve complex purchasing, supplier, contract, or policy‑related issues.
• Maintain effective working relationships with FAS departments, suppliers, and internal stakeholders.
• Provide back‑up support to the Card Administrator, including assisting with purchasing card‑related activities, inquiries, new card applications, and administrative processes.
• Assist with monitoring procurement activities to ensure compliance with University policies, procedures, and applicable financial requirements.
• Maintain accurate procurement records and documentation and assist with reporting, audits and administrative activities as needed.
• Identify recurring departmental questions/training opportunities or process challenges and recommend opportunities to improve procurement processes, resources, and customer service.
• Participate in special projects and other procurement initiatives as assigned

Skills

Customer service

Communication

Organization

Multitasking

Team collaboration

Education

Bachelor's degree or equivalent

3 years of experience

Tools

Jaggaer

Oracle ERP

Microsoft Office

Job description

The Procurement Administrator provides day-to-day procurement support and guidance to the FAS community, helping to ensure purchasing activities are processed efficiently, accurately, and in accordance with University policies and procedures. This position serves as a key resource for departments with questions and issues related to the procure-to-pay process, shipping/freight, procurement policies, FAS Amazon Account, and other purchasing-related matters.

Job-Specific Responsibilities:

The Procurement Administrator works collaboratively with the Contract Manager, Sourcing Specialist, and Central Procurement team to support procurement initiatives, resolve departmental needs, and assist with process improvements. The position also provides back‑up support to the Card Administrator and may assist with purchasing card administration and related activities as needed.

Key Responsibilities:

• Provide responsive, customer-focused procurement support and guidance to FAS departments regarding purchasing processes, procedures, and requirements
• Assist departments with the preparation and submission of requisitions, approvals (as needed) ensuring requests are complete, accurate, and compliant with University policies and procedures
• Respond to and resolve questions related to requisitions, purchase orders, shipping, freight charges, and other purchasing-related issues
• Provide guidance to departments regarding procurement policies, procedures, and applicable purchasing requirements
• Support departments with Amazon account questions, access issues, purchasing concerns, and other Amazon‑related procurement matters
• Review procurement requests, supplier on‑boarding requests and assist departments in identifying appropriate purchasing processes and solutions
• Collaborate with the Contract Manager, Sourcing Specialist, and Central Procurement team on procurement initiatives, projects, process improvements, and other departmental needs as assigned
• Coordinate with appropriate procurement team members to escalate and resolve complex purchasing, supplier, contract, or policy‑related issues
• Maintain effective working relationships with FAS departments, suppliers, and internal stakeholders
• Provide back‑up support to the Card Administrator, including assisting with purchasing card‑related activities, inquiries, new card applications, and administrative processes
• Assist with monitoring procurement activities to ensure compliance with University policies, procedures, and applicable financial requirements
• Maintain accurate procurement records and documentation and assist with reporting, audits and administrative activities as needed
• Identify recurring departmental questions/training opportunities or process challenges and recommend opportunities to improve procurement processes, resources, and customer service
• Participate in special projects and other procurement initiatives as assigned

Working Conditions:

Work is performed in an office setting; this is a hybrid position requiring 1-3 days on campus (will be discussed during the interview process)

Physical Requirements:

Sitting and using near vision for reading and computer work for extended periods of time.

Basic Qualifications:

• Bachelor's degree or equivalent work experience required
• Minimum of 3 years' relevant work experience

Additional Qualifications and Skills:

• Experience in higher education, healthcare, government, or another regulated environment
• Experience in procurement, purchasing, finance, business administration, operations, or a related field
• Knowledge of procure-to-pay processes, including requisitioning, purchasing cards, eProcurement systems, and supplier management
• Familiarity with purchasing policies, contracts, shipping/freight processes, and financial controls
• Experience collaborating with cross-functional teams and supporting procurement initiatives or process improvements
• Strong customer service, communication, and ability to clearly explain policies and purchasing requirements
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office and ERP systems such as Jaggaer or Oracle, with the ability to work effectively with departments, suppliers, and procurement teams

Standard Hours/Schedule: 35 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Credit

Other Information: All formal offers will be made by FAS Human Resources.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with